Sep 06
R&R of Crewies
Brief Outline of Roles and Responsibilities of Crew Members
President
- Be the main liaising representative of the Crew with issues pertaining to policies of the Constituent Body or Council
- Be the gatekeeper of SMUX’s mission and objectives
- Oversee School-wide events such as Patron’s Day, CCA Day, and also SMUX-wide non-event items; Seclusion, Nominations, Elections, Internal Elections
- Communicate promptly to the Crew regarding requirements from OSL and school, and updates on school policies (e.g. WPC, Elections dates etc.)
- Communicate with the Crew members regularly, and follow up on their progress
Honorary General Secretary/2IC
- Assist President in overseeing SMUX operations
- Inform/ remind/ coordinate/ maintain relationship among Crew, SMUX and OSL officers (with the SMUX President)
- Together with President, identify crucial issues and come up with agenda for meetings
- Ensure proper storage of all SMUX documents and ensure confidentiality kept by all Crew members
- Overseeing SMUX email account to ensure emails are in line with SMUX reputation and objectives
- In charge of overseeing and disseminating administrative procedures and documents
- Oversee SMUX wide non-event items such as Seclusion, Nominations, Elections, Internal Elections and AGM
- Together with Corporate Communications Manager to upkeep SMUX website
Operations Directions
- Keep abreast of everything that is happening in SMUX / may affect SMUX
- Upkeep the SMUX family spirit and maintain togetherness of SMUX members
- Be as “on-the-ground” as much as possible
- Assist and act as a link between P, 2IC and rest of SMUX (PHODs)
- Strengthen inter-team relationship
- Form teams to represent SMUX in various SMU and external competitions
- Ensure SMUX events/activities are compliant to safety regulations (SMUX Safety Guidelines)
- Assist the organizing committee in running various SMUX and team events, where applicable
Corporate Communications Manager
- Develop an overall marketing plan which can best reflect the current SMUX vision, mission and goals
- Ensure that all marketing materials under the name of SMUX adhere to SOP and portrays SMUX in the correct light
- Strengthen and refine the SMUX identity with the aid of a planned marketing strategy
- Send out emailers/information using the Xtremists account and to maintain Xtremists account with Hon Gen.
- Establish good relations with print/media companies, such as T-shirt printing companies, banner companies, etc
- Overall IC for marketing-specific SMUX events such as SMU Open House, Vivace CCA Day, etc.
- Communicate with team Marketing ICs when implementing new marketing procedures; get them involved in executing marketing plans for their respective teams (for e.g. creating their own teams’ information boards)
- Maintain and upkeep the SMUX website, Facebook account, forum, Twitter account, SMUX Flickr account and SMUX event calendar.
Financial Controller
- Track revenue and expenditure of all events for SMUX and teams; be responsible for their accuracy
- Facilitate and improve the claiming process and budgeting process
- Disseminate financial procedures to all, especially Team and Event Finance ICs
- Play an important supporting role to Finance ICs during major events
- Represent SMUX in the SAC Financial Secretary Committee
- Track and verify different sources of cashflows during events
- Work with SMUX Logistics Manager on procedures to inventorize new purchases
- Work with SMUX Honorary General Secretary/ 2IC to improve booth procedures for SMUX Event Organizing Committees
Business Development
- Maintain and expand the Xtreme Rewards Program, by:
- Sourcing for partners that are able to meet SMUX long-term needs
- Maintaining partner relationships
- Ensure partner benefits are conveyed to the membership base
- Supervise and ensure adherence to school sponsorship guidelines by Team/Event Sponsorship ICs
- Communicate with and guide the Team Business Development ICs on conducting their sponsorship initiatives for events
- Liaise and provide assistance to other SMU clubs (e.g. Women’s Soccer) and external parties when they approach us for expertise and resources pertaining to sponsorship
- Develop longer term plan to raise SMUX’s profile and obtain partnerships to expand our capability to carry out new activities (e.g. working with Jumping Jacks for new Xseed activity / the Singapore Laundromat Association for Xtreme Ironing etc.)
Human Resource/ Welfare Manager
- Ensuring constant update and maintenance of Members Database
- In charge of recruitment and having well-defined procedure of Recruitment throughout the year
- Ensure the adherence to the active SMUX Membership Criteria to award members (e.g. SMUX discounts)
- Create and maintain the online registration for recruitment sessions
- Create and maintain a structured recruitment procedure so membership money is well collected and collated
- Alumni Categorization
- Ensure that the seniors/alumni are kept in the loop for all SMUX events including welfare activities
- Organise/ Facilitate the organisation Welfare related events or matters
- Ensure that welfare activities are not only limited to dinners and games but also extended with respect to help rendered by SMUX members to the operations of SMUX
Logistics Manager
- Oversee all SMUX logistics processes
- As a CBD
- At the team level
- On an event basis
- Facilitate and ensure proper logistic process and documentation from budgeting, acquisition, asset tagging, and updating
- Facilitate and ensure
- proper disposal and/or transfer of logistics
- team’s maintenance and Audit of logistics
- De-conflict logistics requirement between teams and SMUX (work with the Team Managers and Team Logistics ICs as well as SMUX Financial Controller)
- Plan for long/short term logistics requirements
- Create an asset management system with the other CBDs and implement it as a SMU Asset Management System (work with the SMUSA Assets Secretary)
Team Managers
- Act as an effective communication link between the Crew and the team-members, since the teams are the heart of SMUX
- Understand the aims and focus of the Crew and integrate them into the workplan of the team
- Be actively involved in fostering inter-team family/SMUX spirit
- Gatekeeper of the team’s objective and align the team to the same goal
- Oversee all SMUX Team events/activities
- Act as a mentor and manage the team exco towards achieving the team’s goals
- Act as a main liaison between the Team and any external party (operators and other clubs)
- Devise recruitment strategies and HR policies to keep a critical mass of members.
- Ensure safety in all of SMUX Team’s events/activities
